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Introduction to Payline
Payline Features
Photo by Karl Steinbrenner
Introduction To Payline
DOA has developed a web-based system that provides participating State employees with online viewing of their earnings, benefits, and leave information.
Employees may access Payline using the internet at https://payline.doa.virginia.gov.
Note: WWW does not precede the web address.
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Introduction To Payline
Information available for viewing: • Current payment information at least 4 working days
before the payment date.
• Current and year-to-date earnings including regular pay, overtime, shift pay, and special payments.
• Current and year-to-date deductions withheld for both employee and employer.
• Federal and State taxable wages as well as individual tax elections and associated withholdings.
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Introduction To Payline
Information available for viewing -cont: • Direct Deposit information and associated deposit
amounts.
• Leave information on pay day eliminating the pay period lag for access to leave balances (available only for agencies using the CIPPS leave system).
• Historical payment and leave information on the system for a rolling 24 month period.
• W-2 information for 5 years.
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Introduction To Payline
Security Features – Information NOT ‘available on the internet’ – Data is stored
on a secured, encrypted database.
– Safer than paper for avoiding identity theft.
– Application Security – requires a User ID (Employee ID or Personal ID) and password for system access. Individuals will be required to keep this information confidential to provide the utmost security to their individual records.
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Introduction To Payline
Security Features – cont. – Secure Socket Layer – SSL – uses a 128 bit
encryption routine to protect the data as it travels back and forth over the Internet.
– Elliptic Curve Cryptograph – ECC- is a server-based program that protects sensitive data and prevents unauthorized access to the server.
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Introduction To Payline
System Requirements – Browser must be enabled for Java Script.
– Browser must be enabled for Cookies
– Browser must be enabled for Secure Socket Layer (SSL) Security (128-bit version).
– Connection speed of 56k modem (or higher) is highly recommended.
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Introduction To Payline
Security Requirements – cont. – If connecting to the site from behind a firewall or
proxy server it must allow SSL (port 443) communication.
– Internet Explorer or Netscape browsers, version 4.0 or higher.
– Designed to be viewed at a screen resolution of 800 by 600 or greater, with a minimum of 256 colors.
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Introduction To Payline
Screen Setup • DOA Logo at top of each screen.
• Navigational Buttons on left side of screen.
• Help features throughout Payline: – Help button on left hand side describes functions of the
screen. – Underscored text activates pop up boxes with additional
information. (Pop-Up blocker must be disabled for this application.)
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Introduction To Payline
The Broadcast Messages screen is displayed each time Payline is accessed. This screen provides the user general information and if there are personal or special messages.
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Introduction To Payline
Special Announcements • The Special Announcements page is used to communicate
longer global messages to the Payline user population.
• These announcements (e.g., letter from the Governor granting additional paid holidays at Christmas), will be displayed in the center of the page.
• To view the announcements click on the “SpecialAnnouncement” button or the underscored notice “There is a Special Announcement.”
• If no Special Announcements exist, neither will be presented.
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Introduction To Payline
Special Announcements – cont.
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Introduction To Payline
Special Announcements– cont. • To view the text of the special announcements click
on the ‘Read’ prompt to the left of the message. Once read, remove the message by clicking on the ‘Delete’ prompt.
• Any announcement not read or deleted within 30 days will be automatically deleted.
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Introduction To Payline
Special Announcements – cont.
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Introduction To Payline
Personal Messages • The Personal Message page communicates
messages intended solely for the individual Paylineuser logged on.
• To view the Personal Messages click on the PersonalMessage button on the left of the screen or theunderscored notice “You have Personal Messages.”
• These messages will be displayed in the center ofthe page showing Employee Name and Number, Dateof the message, and Message Content.
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Introduction To Payline
Personal Messages – cont.
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Introduction To Payline
Personal Messages – cont. • Payline users may remove a message by clicking on
the ‘delete’ prompt shown to the left of the date.
• An informational message will be displayed stating the message has been deleted.
• Any message not deleted by the user will automatically be deleted within thirty days.
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Introduction To Payline
Personal Messages – cont.
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Introduction To Payline
Main Menu The Main Menu is the central navigation page for Payline. Navigation buttons located in the left-hand margin of the page link to other Payline pages or perform requested functions.
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Introduction To Payline
Main Menu – cont. – Pay History – links the employee to a listing of
payment information showing: • A detailed breakout of earnings • Deductions • Agency paid benefits • Personal information • A link to view and print a facsimile of the
earnings notice.
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Introduction To Payline
Main Menu – cont. – Leave History – links the employee to the Leave
history screen and further leave detail information. This is covered in the Introduction To Payline – Viewing Leave Information presentation.
– W2 History – links the employee to a list of W2 information which can be selected and printed.
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Introduction To Payline
Main Menu – cont. – Personal Options – Links the employee to a page
containing their personal data, where changes can bemade to:
• Password • HINT • E-Mail Addresses • Challenge Questions • Displaying of W-2s • Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID).
NOTE: Paperless payroll allows convenient, secure, and repeat access to pay information as well as saving the State money by eliminating the centrally printed earnings notices.
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Introduction To Payline
Main Menu – cont. – Profile Data Change/Inquiry – Displays current
demographic information and provides ability tosend an email notifying the HR and Payrolldepartments of a change in one or all of the following fields: • First Name • Middle Name • Last Name • PO Box/Apt/Suite • Street Address • City, State and ZIP • Home and/or Business Phone numbers
cont.
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Introduction To Payline
Main Menu – cont.
Profile Data Change/Inquiry, cont. – To make changes to your Federal or State taxelections the appropriate forms must becompleted and kept by your agency.
– Links are provided to the appropriate forms whichcan be downloaded and given to your agency HRand Payroll departments.
– Comments Box – Allows employees to add
information to the change notification.
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Introduction To Payline
Main Menu – cont. – Broadcasts Messages – Clicking on this button links the
employee to the Broadcast Messages page previously discussed.
– COV Payday Calendar – This links you to the state holiday and pay calendar. All pay dates and holidays are noted.
– FAQ’s – This links you to some frequently asked questions concerning Payline, ie., How to become a Payline User, How to receive Passwords, How long is Pay and Leave history retained online.
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Introduction To Payline
Main Menu – cont. – Help – This offers a brief overview of the buttons (on the left
side of the screen) available on each Payline page.
– Contact Us – This will link you to a page where you can contact DOA regarding: • Problems they are incurring with the site • Suggested enhancements • Compliments, etc.
– Log Off – Clicking on this button will return the user to the Log On page and sign the user out of Payline. NOTE: Always be sure to leave Payline using this button to ensure the log out process is complete.
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Introduction To Payline
This concludes the Payline Features module.
Be sure to review the other presentations for help in accessing and navigating Payline.
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